Leave Codes - Leave Tab

Access this tab using Maintain>Payroll>Leave Codes.

Use this form to add a new Leave Code or edit an existing one. The system uses leave codes to calculate leave for each employee, as well as the pay dates on which to calculate leave.

Note that Leave Codes are used later when entering timesheets and manual checks (Timesheets and Activities>Payroll> menus), and when reviewing/modifying calculated payroll (Activities>Payroll> menu). Furthermore, the system uses the Leave Codes specified when it is calculating pay, creating the accounting entry for payroll, and reporting.

Use this tab to add a new Leave Code or edit an existing one. The system uses leave codes to calculate leave for each employee, as well as the pay dates on which to calculate leave.

 

Code: Enter a Leave Code. You should make the first eight characters of the code unique so that the check stub displays a useful identifier. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Status: Specify the status of the Leave Code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued), from the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:

• Active - An active status allows payroll to be processed using this code.
• Inactive - Set a code to inactive when it is not used regularly, but it could be used at some point. A warning message appears when attempting to use an inactive code. The warning message is for notification only; the code can still be used in a payroll process.
• Discontinued - Designate a code as discontinued when it is no longer being used. The system does not allow payroll to be processed using a code with a discontinued status.

Title: Enter the title of the Leave Code.

Maximum Annual Accrual (Hours): Enter the maximum number of hours allowed to accrue for leave during one calendar year (January-December). For example, if your organization allows the addition of no more than 80 hours per calendar year to each employee's leave balance, enter 80 in this box. If there is no maximum, enter a very large number, such as 9999.

Maximum Accrual Balance (Hours): Enter the maximum number of hours allowed to accrue for leave for a lifetime. When leave is calculated, the total leave must not be more than the Maximum Accrual Balance allowed. If it is, the leave accrual is reduced so that the Maximum Accrual Balance does not exceed it. It is used by the Calculate Payroll process and represents the lifetime accrual that cannot be exceeded for that Leave Code/Employee.